Writing to ask whether a job has been filled can save you the time of applying for the role or put you in line for the next vacant position. If you've already applied or if you have started the interview process, you have a vested interest in knowing where you stand in the selection process. Send a letter via email or postal mail to inquire about open positions. It could be in your best interest to use email for a quick response to your question.

Checking the Status of the Position

1. Check to see whether the job posting has been removed from the organization's website, has been allowed to expire, or has been listed as being "Filled."

2. Contact the recruiter or the Human Resources Department for further information about the position. Inquire by mentioning the exact position title, requisition number, department and posting date, if possible.

3. Call the HR Department if you're writing to a large organization in which recruiters may be assigned to specific business units for handling certain job vacancies. Ask for the name of the recruiter handling that specific vacancy. Verify the spelling of that person's name and office address.

Writing the Letter

1. State your interest in the job within the first paragraph of your letter along with the date on which you applied. For example, state: "I am writing to ask the status of the Administrative Assistant vacancy that was posted on your company's website on Aug. 1, 2012. On Aug. 20, I submitted my online application for this position and was certain that my qualifications exceeded the requirements for this job. Would you please let me know if this position has been filled? And, if not, when do you anticipate calling applicants to schedule interviews?"

2. Write a letter to nudge the recruiter or hiring manager about the selection process if you already have interviewed for the position. If you completed first- and second-round interviews, indicate the dates on which you had your interviews. Include the interviewer's name and any information she gave you about when a hiring decision would be made. For example, write: "Thank you for your time in our interview on Aug. 15, 2012, for the Administrative Assistant position with ABC Company. I'm still very interested in the job and am writing to learn when a hiring decision will be made. During my interview, Jane Doe, the hiring manager, indicated that the selection process would be complete within a week after my interview. Please let me know if I can provide you with additional information to improve my chances of being selected for this position."

3. Confirm that a job vacancy still exists if you see an expired job posting. Write a letter to the company that indicates when and where you saw the job posting. Tell the letter recipient that you're interested in the job but that you recently noticed the date of the original job posting. Continue writing the rest of your letter as you would a standard cover letter and attach your resume. State that you're attaching your resume in case the position is still open. Suggest that you be considered for other job openings if the position you asked about is filled.

Tips

Certain online application systems will indicate whether a job posting has been cancelled or closed; however, that won't let you know whether the job actually has been filled.

If you're writing to a small business, calling to find a specific recruiter may not be necessary.

When writing a letter to nudge the recruiter about the selection process, don't ask specifically if the position has been filled because the answer you receive will indicate whether the job is still open.

Close your letter by thanking the letter recipient for his time and consideration.

Always make sure your contact information is correctly typed on the letter.

Warning

Do not send a handwritten letter. A typed letter conveys professionalism.

About the Author

Ruth Mayhew began writing in 1985. Her work appears in "The Multi-Generational Workforce in the Health Care Industry" and "Human Resources Managers Appraisal Schemes." Mayhew earned senior professional human resources certification from the Human Resources Certification Institute and holds a Master of Arts in sociology from the University of Missouri-Kansas City.